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  1. p i A T E I nitiative OMS The Opioid Agonist Therapy Monitoring System

  2. Introduction

  3. PowerPoint Tutorial • This PowerPoint tutorial is designed as a guide to help you become familiar with the Case Management Log Excel Spreadsheet • After walking through this PowerPoint tutorial, you should be able to enter data into the Excel Case Management Log, create graphs, and print graphs specific to the numbers you enter

  4. PowerPoint Tutorial • The first part of this tutorial is designed to give you basic knowledge of Excel • If you are unfamiliar with Excel, take the time to read through these slides • If you are familiar with Excel, please skip to slide 26 where information about the Excel Case Management Log begins

  5. PowerPoint Tutorial • Be sure to view this presentation using the Slide Show option • Find the Slide Show button near the bottom of your screen and left click

  6. PowerPoint Tutorial • While in the Slide Show view, use the Page Up and Page Down keys to flip through the slides

  7. Training for the Excel Spreadsheet

  8. Excel Worksheet This is the general layout of an Excel worksheet

  9. Columns, Rows, and Cells • Every spreadsheet has columns, rows, and cells • In this picture, the active cell, B7, is the cell outlined with the dark border • When a cell is active, a number can be entered into that cell Columns Cells Rows

  10. Referencing Cells • When referencing cells, the column letter is named first and the row number is named second

  11. Sheet Tabs • Each sheet tab represents a different sheet in the workbook • In this example, Sheet 1 is highlighted because it is currently active Sheet Tabs

  12. Moving Around the Spreadsheet

  13. Using the Mouse • The main button used to move around is the left mouse button • Use this button to left click Right Mouse Button Left Mouse Button

  14. Using Sheet Arrows • Another way to move around is to left click on the arrow buttons at the bottom of your screen • As shown in the picture, they can be used to move among worksheets • Not all of the tabs can be displayed on the screen at once. If the last tab you see is Couns7 (counselor 7), click on the black arrow that will move you forward one sheet and the Couns8 (counselor 8) tab will come into view

  15. Using Scroll Bars • There are scroll bars on both the right side and bottom of your screen • Right click on the top or bottom arrows if you want to move up or down • To move rapidly down cells (e.g., from row 1 to 1235), click on the side bar and drag it down to cell 1235 • Excel will display a box indicating the rows you are passing so you know where to stop • When you are at the row you want, release the mouse button Top Arrow Side Bar Bottom Arrow

  16. Using the Arrow Keypad • The arrow keypad located next to the number pad on the left side of your keyboard will move you up, down, left, or right on the spreadsheet

  17. Using Freeze Panes • Many spreadsheets, including the Case Management Log, are set up with column and row headings • But, as you start to move around a large spreadsheet, you can easily get thrown off course when your headings scroll out of view • When you are in the middle of the spreadsheet and the headings are not in view, it is hard to know if you are entering the correct information into the correct row or column • In this situation, using an option called Freeze Panes is a great way to move around the spreadsheet and still have the row and column headings in view

  18. Using Freeze Panes • The Freeze Panes feature is very useful because it allows you to see the column and row headings on the Excel Spreadsheet no matter where you move—the headings do not disappear! • The frozen column and row headings remain visible as you move through the rest of the worksheet

  19. Using Freeze Panes • In order to freeze both the column and row headings, left click in a cell below the row that you want to freeze and to the right of the column you want to freeze • Then go to the WINDOW Menu and left click on Freeze Panes • See example on next slide

  20. Using Freeze Panes

  21. Using Freeze Panes • Freezing both the ROW and the COLUMN will look like this • Lines appear to indicate the frozen panes • Cell D11 is the first cell that is not frozen

  22. Using Freeze Panes • Rows 1-10 and Columns A-C will stay frozen as you move throughout the spreadsheet • Notice Rows 10 & 24 and Columns C & I are right next to each other

  23. Using Freeze Panes • To unfreeze panes, go to the WINDOW Menu and click on Unfreeze Panes

  24. Using Freeze Panes • The next slide has an animated example of the Freeze Panes option • Make sure you are viewing this presentation using the Slide Show option (see slide 5 for details)

  25. Using Freeze Panes (example)

  26. Case Management Log

  27. Case Management Log • Now that the basics of Excel have been covered… • Let’s look at the Case Management Log

  28. Getting Started • In order to open the Case Management Log Excel file, insert the OMS CD into your CD drive. Then double click on the Excel icon that looks like this. Case Management Log

  29. Getting Started • Before the spreadsheet opens, a box like this will pop up • Click on the box that says Enable Macros

  30. Case Management Log This is an example of the spreadsheet that will open

  31. Spreadsheet Dynamics • The Case Management Log has enough rows to hold data for 12 different counselors • Each counselor has enough space to enter data for 100 patients

  32. Getting Started • In the Case Management Log, there are 17 sheet tabs at the bottom of the page • The first tab is labeled Case Management Log. This is where all data will be entered and all counselor and clinic totals will be tabulated. • The next tab is labeled AOS. This is where Abstinence Orientation Scale (AOS) scores are entered. • Twelve other tabs are labeled Couns1, Couns2, etc. This is where individual counselor charts will be created. • Another tab is labeled Counselors + Clinic. This is where you find charts showing data for the entire clinic. • The tab labeled counselor logs contains logs that can be printed. • The last tab labeled chart reference cells contains formulas and chart set ups. This part of the log is automated so you won’t have to enter data into this worksheet.

  33. Data Entry

  34. Case Manager Information • We encourage you (case managers) to complete the Case Management Log as you see patients • You will benefit most from this information if you refer to the form and update it at each patient’s visit • If you wait until the end of the month to complete the Log, you may have to go back and refer to patient charts that are not immediately on hand

  35. Data Entry • Data can be entered using either the number row on the keyboard or by using the number pad Number Row

  36. Data Entry • If you use the number pad, make sure the Num Lock key is active • If it is not pressed, only the arrow pad within the numeric keypad will work

  37. Data Entry • Each counselor has a specific area to enter data • All graphs and formulas for each counselor are mapped to specific rows and columns in the spreadsheet • Look for individual counselor headings to make sure you are entering data in the correct area (see next slide for examples)

  38. Data Entry for Counselor 3 For example, Counselor 3 would enter data in rows 237 through 336 under the Counselor 3 heading

  39. Data Entry for Counselor 7 Counselor 7 would enter data in rows 693 through 792 under the Counselor 7 heading

  40. Case Management Log Items • There are 15 items for each patient • The following slides are examples of data entry for Counselor 1’s patients in columns A-O

  41. Data Entry • For all Case Management Log items, make sure you enter a zero into a cell rather than leave the cell blank • For example, if a patient has not had any counseling visits, enter a 0 • If the cell is left blank, that patient’s zero values will not be averaged into the counselor and clinic totals

  42. Begin Date & End Date • Don’t forget to enter the Begin Date and End Date at the top of the spreadsheet in order to keep track of monthly data • This date will tell you which period of time to refer to when entering your patient’s data

  43. Review Patient Status • Located in column A • If a patient has been at a clinic for less than a month AND has tested positive for opioids or tested positive for non opioids, the letter C will appear in column A. This indicates that weekly counseling is suggested.

  44. Review Patient Status • Located in column B • If a patient’s dose level is less than 60 mg of methadone or methadone equivalent, and that patient has tested positive for opioids, the letter D will appear in column B. This indicates that a dose review is suggested.

  45. Patient Name • Located in column C • You can use either a patient name or a patient number in this column

  46. Social Security Number • Located in column D • Enter only the last 4 digits of patient’s social security number

  47. Clinic Entry Date • Located in column E • Enter patient’s most RECENT date of clinic entry • Enter the month, day, and year (e.g., 8/12/2002)

  48. Current Methadone Dose (mg) • Located in column F • If the patient is on methadone, leave the LAAM dose columns empty

  49. Current LAAM Stable Dose • Located in column G • Enter only the stable dose for this column • If the patient is on LAAM, leave the methadone dose column and the current number of take-homes column empty

  50. Current LAAM Dose • Located in column H • Enter the entire LAAM Dose • Remember to enter data in both LAAM columns